Claims Attachments Practical Experience Interfacing Clinical and Administrative Data

1. Claims Attachments Practical Experience Interfacing Clinical and Administrative Data Kepa Zubeldia, M.D. March 7, 2005

2. Topics • Claims Attachments Today • HIPAA Standard Transaction • The WEDI/CMS Attachments Pilot • Lessons Learned • How electronic attachments work • Generic Attachments • Attachments as infrastructure for NHII

3. Attachments Today • Payer receives a claim or a request for referral, and needs more information… • Prescription for DME (e.g. wheelchair) • Consent form signed by patient • Rehabilitation Treatment Plan information • Copy of the EOB on primary payer’s letterhead • X-rays (dental, spinal, etc.) • Laboratory reports and/or results • Any other piece(s) of clinical information • Additional information does not belong in the claim form or 837. Sent as “attachment” to it.

4. Attachments Problems • Provider does not understand the specific question from the payer or the additional information needed • Send as much as possible and let the payer figure out what is it that they need • Payer request is not specific enough • Send as much as possible… • Expensive to handle for payers and providers • Cost estimates from $15 to $50 per attachment • How do you comply with “Minimum Necessary”? • Between 3 and 50% of the claims (depending on the payer, the provider and the specialty) are sent with attachments or need attachments later

5. Attachments Problems (cont.) • Some payers: One strike and you are out • If you don’t send ALL the additional information required by the payer, the claim is denied. • Because of the high cost of processing attachments, there is no “interaction” between provider and payer “until you get it right” • High claim denial rate • Clinical data is normally not kept in the “administrative” system that generates claims • New system integration problems

6. Attachment Nirvana • Provider understands what to send as “attachment” to the claim or referral • Because it is predictable • E.g., State Law requires signed consent form • Payers publish their attachment requirements • Better: Industry consensus on attachment requirements • Because the payer requests are clear to the provider • Standard definitions. Codified requests. • Provider only sends the required data as attachment • Better: The attachment is in a standard format and codified by provider • Payer automatically processes codified attachments • Human intervention required only for non-codified attachments

7. Standard Electronic Attachments • Standards: • Standard codified questions in the requests from the payers to the providers • Standard attachment format for: • Structured and codified attachments • Structured, non-codified attachments • Not structured attachments • Benefits: • Provider knows what the payer wants • Payer gets it electronically • If codified, it could be processed automatically • Cost reduction for both providers and payers • Predictability of reimbursement cycle

8. The HIPAA Attachments • Electronic attachment standard • Familiar X12 transaction sets • Request for attachment: 277 • Response with attachment: 275 • Unsolicited attachment with claim: 275 • Clinical Document in HL7/CDA encapsulated inside the X12 “attachment” transaction • Bridge between clinical and administrative • Standard data content • Certain attachments standard data content adopted by HIPAA

9. The HIPAA initial set The upcoming NPRM with propose the adoption of attachment standards for: • Ambulance • Emergency Department • Rehabilitative Services • Lab Results • Medications • Clinical Notes

10. The HIPAA Law (1996) ‘‘SEC. 1175. (a) CONDUCT OF TRANSACTIONS BY PLANS.— ‘‘(1) IN GENERAL.—If a person desires to conduct a transaction referred to in section 1173(a)(1) with a health plan as a standard transaction— ‘‘(A) the health plan may not refuse to conduct such transaction as a standard transaction; ‘‘(B) the insurance plan may not delay such transaction, or otherwise adversely affect, or attempt to adversely affect, the person or the transaction on the ground that the transaction is a standard transaction; and ‘‘(C) the information transmitted and received in connection with the transaction shall be in the form of standard data elements of health information.

11. Keeping the focus on the goal • The goal is not HIPAA compliance • The goal is to reduce the administrative cost, fewer rejections and to simplify the process • The initial 6 HIPAA attachments are only a small step in the right direction • Other attachment standards are in the works: • Home Health claim and pre-certification • Medicaid: Consent forms, CPHS • Periodontal Charts (HL7 working with ADA) • DME • “Generic” attachment • A standard for “Non-standard attachments”

12. The attachments bottom line • A mechanism to transmit clinical information in support of the administrative process • The standardization of the data content is a good step in the right direction • The mechanism, even with non-standard data content, still has very positive ROI • Same infrastructure can be used to support generic clinical data transfers

13. The Attachments Pilot • Coordinated by WEDI, X12, HL7 and CMS • Funded by WEDI and CMS • Prove the feasibility and interoperability of attachments independently implemented by a Medicare contractor and several providers • Empire Medicare • Memorial Sloan Kettering • Montefiore • NextGen • Measure the ROI of standard electronic attachments • Attachment Industry Survey • WEDI, HL7, X12, AFEHCT • Separate surveys for Providers, Payers, Vendors

14. Lessons Learned • It is important to read the Implementation Guides • Don’t try this without reading the instructions • Start with one attachment type • You can get the others on an “as needed” basis • Most providers will not implement all 6 of them at the same time • Walk before you run • Start with simple scanned images in attachments • Advance to structured attachments later • Graduate to codified attachments when you can • Here is why…

15. ROI

16. A range of possibilities • Attachments can be simple • Paper records  Scanned image  Attachment • Technologically simple • Replaces fax or paper mailings • Document “indexing” provided by healthcare provider • E.g. “The attached image is the lab report you requested on 2/28/05 for claim #1234567890” • Inexpensive • Substantial ROI • For both providers and payers

17. Getting to Nirvana • Codified structured attachments require the existence of an EMR system that can produce the information codified in HL7 • Codified attachments can be automatically processed by the payer • Highest ROI and fastest payment of claims • More complex implementation • Higher investment • Higher return on your investment

18. Kepa’s Advice • Don’t let the search for perfection distract you from getting the job done • If you start with simple attachments with scanned images of paper records, the ROI will become so compelling that you will want to take the next step • If you don’t start because you are waiting for perfection, there is no ROI

19. The Opposing View • The HIPAA NPRM is not out yet. HIPAA will define the standard. • Only 6 of possibly hundreds of different types of attachments are being standardized under HIPAA • Waiting for the NPRM only makes sense if you intend to implement only these 6 types • Consider implementing the “generic” attachment even before implementing the standard attachments (if you ever do) • Payers are not ready yet • Today’s reality. About to change soon. • Technology is simple and easy to integrate into the existing document management systems

20. Electronic Attachments 101 • Three types of attachments: • Structured and codified attachments • Structured, non-codified attachments • Not structured attachments • One code set • LOINC • Codified request for additional information • E.g. “I need the patient’s weight” • Codified response • E.g. “Here is the patient’s stated weight”

21. Non-Structured Attachment Submitter (Provider) Information (Name, ID) Receiver (Payer) Information (Name, ID) Patient Information (Name, ID) Claim Information (Date, type, reference, control number) Attachment type Question that was asked by payer (LOINC) Response from provider (LOINC) Scanned image (fax, pdf, rtf, html, or jpeg)

22. Non-codified, Structured Attachment Submitter (Provider) Information (Name, ID) Receiver (Payer) Information (Name, ID) Patient Information (Name, ID) Claim Information (Date, type, reference, control number) Attachment type Question that was asked by payer (LOINC) Response from provider (LOINC) <section> <caption>History of Present Illness</caption> <paragraph> <content> Henry Levin, the 7th is a 67 year old male referred for further asthma management. Onset of asthma in his teens. He was h twice last year, and already twice this year. He has not been be weaned off steroids for the past several months. </content> </paragraph> </section> <section> <caption>Past Medical History</caption> Marked-up Text (HL7 v3 XML CDA mark-up)

23. Codified, Structured Attachment Submitter (Provider) Information (Name, ID) Receiver (Payer) Information (Name, ID) Patient Information (Name, ID) Claim Information (Date, type, reference, control number) Attachment type Question that was asked by payer (LOINC) Response from provider (LOINC) HL7 CDA codified (HL7 v3 XML CDA mark-up)

25. Attachment Models • Unsolicited attachment sent with the claim • Provider knows the attachment will be required • E.g., consent form signed by patient • Attachment sent to payer as response to a payer’s request for additional information • HIPAA Standard request for information – 277 • LOINC-codified request • Attachment response – 275 • Non-structured, structured, codified • LOINC matches answer to the question • Entity to entity exchange of patient information

28. Generic Attachment • Request for Additional Information - 277 • LOINC-codified request • Standard response - 275 • Echo LOINC code from request • Include the requested data • Not structured (scanned, text, pdf, etc.) • Structured, non-codified (HL7 CDA XML mark-up) • Structured and codified (HL7 CDA codified) • Entity to entity exchange of patient information • Not a HIPAA attachment • Transmission mechanism for EMR or anything else

29. Non-Structured Attachment Submitter (Provider) Information (Name, ID) Receiver (Payer) Information (Name, ID) Patient Information (Name, ID) Claim Information (Date, type, reference, control number) Attachment type Question that was asked by payer (LOINC) Response from provider (LOINC) Scanned image (fax, pdf, rtf, html, or jpeg)

30. Non-Structured Attachment Submitter (Provider) Information (Name, ID) Receiver (Payer) (Provider) Information (Name, ID) Patient Information (Name, ID) Claim Encounter Information (Date, type, reference, control number) Attachment type Question Document that was requested asked by payer (LOINC) Response from provider (LOINC) Scanned image (fax, pdf, rtf, html, or jpeg)

31. Why use the 275 Attachment? • Will “soon” become a HIPAA Standard • Standard infrastructure will become ubiquitous • High ROI administrative transaction • Clinical systems do not interface well outside of a directly connected network (intra-entity) • The HL7 does not express as well as X12 the concept of data routing or communication infrastructure • The X12-HL7 hybrid transaction bridges the gap between clinical information and communication to other health care entities

32. Some of the NHII / RHIO Challenges • Deployment of EMR • Equal access for small providers • Financial model • Interoperability • Central Repository vs. Distributed Data • Connectivity • More…

33. How attachments address these • Deployment of EMR • The EMR is not required. Provider can start with scanned images without EMR. Later migrate to EMR-codified attachments • Equal access for small providers • Very low starting cost for sending scanned images • Financial model • The ROI of attachments in support of the administrative functions for billing (claims, referrals) can provide a revenue model for providers • Payers may be willing to pay providers for sending electronic attachments instead of paper, thus subsidizing the infrastructure for EMR

34. How attachments address these (cont.) • Interoperability • Same standards for HIPAA attachments may be used for other transfers of healthcare information using HL7 CDA • Use of LOINC codes simplifies interoperability • Central Repository vs. Distributed Data • The current attachment standards contain both a “Request-Response” model and an “Unsolicited” model. • Connectivity • Use of X12 envelope enables connectivity through existing administrative transaction channels, including clearinghouses or direct connections • Currently over 400,000 providers are already securely connected for administrative transactions. Using the X12 envelope is the easiest way to leverage these secure connections for clinical use.

35. Summary • Claim attachments are a bridge between administrative and clinical data • Can be implemented as simple image or text data transfer. Later migrate to codified HL7 • Low startup cost. Low technology impact • Impact on cash flow today. Very high ROI • Can be leveraged for clinical data transfer • Full functionality available today. The HIPAA will only standardize a small part. Catalyst.

36. Questions Kepa Zubeldia, M.D. Claredi (801) 444-0339 Kepa.Zubeldia@claredi.com